Executive Assistant (Programme and Administration)

Efficient and proper functioning of the Organization achieved through well-executed programme and administrative support services.

Description Of Duties

Under the direct supervision of Administrative Officer, and broad guidance of WHO Representative to Thailand, and in close collaboration with the Administration team, the incumbent provides support in the following areas:

FINANCE, BUDGET and PLANNING

• Check and prepare obligating documents, ensure the availability of funds, and transfer funds as instructed or as delegated.
• Follow up on programme implementation, drawing the attention of the supervisor or other staff to problems, inconsistencies and delays.
• Assist professional staff in providing budgetary and financial data to monitor programme implementation, prepare biennial budgets, and in preparation of progress reports including donor reports.

SECRETARIAL

• Draft routine non- technical correspondence based on instructions from supervisor; take notes at meetings and draft short reports when requested; provide informal translation from Thai to English at meetings where required.
• Analyze incoming correspondence and requests, researching, obtaining and attaching background information when required, or redirecting them as appropriate, drawing the attention of the supervisor or other senior staff concerned.
• Ensure that technical reports and documents are in line with WHO standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
• Use appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
• Oversee and monitor the information flow of the unit, screening, sorting, analyzing and identifying areas requiring action by the team.
• Provide background information for appointments with official visitors and/or staff members.
• Maintain the team leader’s agenda and calendar by scheduling meetings and/or rescheduling owing to disruption by unforeseen events, redirects visitors and callers as necessary.
• Establish and maintain files including reference material, confidential files, reports and other documents. Provide administrative assistance to the Team in regard to study tours. TRAVEL
• Prepare travel requests for official travel of the team and other travelers.
• Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.

MEETINGS

• Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including: prepare event plans in the system, letters of invitation, cost estimates and travel requests; assist with preparation of documents; dispatch materials and liaise with participants and others involved.
• Assist the Meeting Assistant in obtaining government clearance for meetings taking place in Thailand and nominations of participants.

PROCUREMENT and CONTRACTS

• Prepare contracts, such as Agreement for the Performance of Work (APWs), Technical Service Agreement (TSAs), Direct Financial Cooperation (DFC), temporary consultancy contracts and alike in Global Management System (GSM) and other on-line systems as applicable, and monitor deadlines.
• Screen and review various contractual materials, issuing PTAEO numbers, earmarking funds, and verifying and clearing payment requests.
• Keep track of all contract extensions and renewals, checking and ensuring that funds are available for the proposed contract.
• Keep track of contract extensions and renewals, verifying that funds are available.
• Prepare purchase requests, as appropriate.

Who Collaborating Centers

• Maintain the official records of WHO Collaborating Centers up- to-date.

Other

• Perform other related duties as required or instructed, including providing support to other areas of work as assigned.

Required Qualifications

Education

Essential: Completion of secondary education.

Desirable: Training in secretarial practices. University degree is an asset.

Experience

Essential: At least five (5) years’ experience in secretarial/clerical/administrative work.

Desirable: Experience in WHO or in another UN/International organization would be an advantage.

Skills

• Thorough knowledge of modern office procedures and practices.
• The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.
• Ability to draft standard correspondence;
• Ability to handle work in a timely and accurate manner with tact and discretion, as required.
• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Moving forward in a changing environment

Use Of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Thai.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at THB 717,305 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

Additional Information

• This vacancy notice may be used to fill other similar positions at the same grade level
• Only candidates under serious consideration will be contacted.
• A written test and/or an asynchronous video assessment may be used as a form of screening.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email [email protected]
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• For information on WHO’s operations please visit: http://www.who.int.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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Grade

G5

Contractual Arrangement

Temporary appointment under Staff Rule 420.4

Contract Duration (Years, Months, Days)

One year (extension subject to availability of funds, satisfactory performance and continuous need of position)

Job Posting

Dec 4, 2023, 10:18:39 AM

Closing Date

Dec 26, 2023, 4:44:00 AM

Primary Location

Thailand-Bangkok

Organization

SE_THA WR Office, Thailand

Schedule

Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.